Assistant Public Records Access Officer/Litigaton Support Assistant

Kinsley Power Systems; Cambridge, Northern (MA, KY); Hybrid; USD 60,000 - 90,000; Full time

Job summary

The Cambridge Police Department is seeking an Assistant Public Records Access Officer to coordinate responses to public records requests under Massachusetts Public Records Law, working with the City’s Law Department and CPD. The role documents requests, assists with redaction, and maintains searchable indexes of records.

The position supports retention classification, reporting, and training, and may assist with research or document preparation to support administrative, operational, or legal

Qualifications

• Bachelor's degree in a related field required; JD preferred; not practicing law.
• At least three years of administrative, analytical, or compliance-related experience in a deadline-driven environment.
• Experience responding to public records requests with documented timelines; experience removing metadata is preferred.
• Proficiency in Microsoft Word, Outlook, and Excel; ability to learn new software quickly.

Responsibilities

• Ensure timely and appropriate responses to all record requests under the Public Records Law.
• Assist individuals seeking public records and coordinate responses, prepare cost estimates, and monitor payments.
• Collect, review, organize, and classify departmental records and coordinate with units to ensure responsive documents.
• Identify, organize, and classify records per retention schedules and departmental guidelines.
• Prepare petitions for extensions of time and fee petitions.
• Help develop guidelines, procedures, and training materials on Public Records Law requirements.
• Evaluate and administer public records management software and related databases; generate reports.
• Prepare and maintain statistical reports and a web-based searchable index of public records.

Skills

MS Office

Analytical thinking

Organizational skills

Communication

Education

Bachelor's degree in a related field

Juris Doctor (JD) preferred

Tools

OCR/document search tools

Microsoft Office Suite

Job description

POSITION SUMMARY:

The Assistant Public Records Access Officer for the Cambridge Police Department supports compliance with the Massahusetts Public Records Law by coordinating, tracking, and assisting with responses to public records requests directed to the Police Department. The role works under the supervision of the City's Law Department but also works in conjunction with the Police Department. The role documents and monitors requests, supports record retrieval and review, assists with redaction and exemption determinations under supervisory guidance, administers records management tools and reporting processes, and helps maintain searchable indexes of departmental records. Depending on assignment, the position may also assist with research, information requests, document preparation, or other tasks necessary to support administrative, operational, or legal processes related to public records.

ESSENTIAL JOB FUNCTIONS AND DUTIES:

The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• In collaboration with the BWC Unit, CPD Records Division, and any other relevant CPD sections/units, ensure timely and appropriate responses to all record requests related to the Police Department pursuant to the Public Records Law and other applicable laws.
• Assist individuals seeking public records under the Public Records Law and City policies; document and track requests; coordinate timely and compliant responses; prepare cost estimates and correspondence; monitor required payments; support staff responsible for reviewing, assessing, redacting, or withholding information under applicable exemptions; document exemption rationales; and assist with appeals or related proceedings.
• Assist with collecting, reviewing, organizing, and classifying departmental records, including operational, administrative, and incident-related materials, and coordinate with relevant units to ensure responsive documents are accurately identified, gathered, and exchanged in support of public records compliance and authorized information requests.
• Assist in identifying, organizing, and classifying records according to retention schedules and departmental guidelines to support consistent documentation practices and public access requirements.
• Prepare petitions to the Supervisor of Public Records for extensions of time to respond and fee petitions.
• Assist departmental staff and records liaisons in understanding Public Records Law requirements, preserving public records, preparing responses, and meeting recordkeeping obligations; help develop, update, and implement guidelines, procedures, and training materials.
• Assist with evaluating, implementing, and administering public records management software and related databases, including the generation of required reports and statistical analyses.
• Prepare and maintain statistical reports on public records requests; create and maintain a web-based, searchable index of public records in coordination with Information Technology and other City departments; and submit reports as required by law or City policies and procedures.
• Perform other related duties as required.

QUALIFICATIONS:

Education/Experience

• Bachelor's degree in a related field required; Juris Doctor (JD) degree preferred; this position will not involve practicing law.
• At least three (3) years of experience providing administrative, analytical, or compliance-related support involving review, research, or application of laws, rules, or regulations in a deadline-driven environment.
• Experience responding to public records, information requests, or discovery requests, including collecting and reviewing responsive documents, redacting, preparing responses, and meeting mandated timelines; experience removing annotations or metadata from digital records preferred.
• Demonstrated proficiency in Microsoft Office applications including Word, Outlook, and Excel, along with the ability to learn new software applications required.
• Ability to work and interact effectively with individuals and groups across diverse identities, cultures, backgrounds, and ideologies.
• An equivalent combination of education, training, and experience may be considered.

Knowledge, Skills, and Abilities:

• Ability to research and interpret applicable laws, rules, regulations, and departmental policies.
• Skill in explaining complex requirements - such as public records obligations, procedures, and timelines to staff and the public.
• Strong organizational, recordkeeping, analytical, and planning skills with the ability to manage multiple tasks and deadlines.
• Ability to work both independently and collaboratively, develop constructive working relationships across departments, and provide effective service to internal and external stakeholders.
• Familiarity with tools used for digital document handling, including OCR or similar software that supports document review and searchability.
• Demonstrated reliability, sound judgment, and a professional and service-oriented demeanor.
• Ability to work in a highly confidential setting and exercise discretion.
• Knowledge of Criminal Offender Record Information (CORI) and Criminal Justice Information Systems (CJIS).
• Experience in a public safety setting

SUPERVISION RECEIVED:

Works under the supervision of the Public Records Access Officer; work is reviewed for accuracy, timeliness, and compliance with the Massachusetts Public Records Law, court rules, and departmental policies.

SUPERVISION EXERCISED:

Does not exercise formal supervisory authority; may provide functional guidance and training to interns or temporary staff as assigned.

WORK ENVIRONMENT:

Work is performed in a standard office environment with fluorescent lighting, carpeted floors, and air conditioning. Attendance at meetings is required, including occasional evening meetings at various locations throughout the City of Cambridge.

PHYSICAL DEMANDS:

Requires the ability to use a computer to access, input, and retrieve information, travel throughout the City of Cambridge to various meetings and sites, and lift up to 25 pounds.

The City of Cambridge's workforce, like the community it serves, is diverse. Applicants must have the ability to work and interact effectively with individuals and groups with a variety of identities, cultures, backgrounds, and ideologies.